RFQ PM Contract Services _ Capital Projects.pdf

REQUEST FOR QUALIFICATIONS

RFQ #26-0811 Contract Services for Capital Project Management

Date Issued: July 21, 2025

Date Due: August 11, 2025, 5:00PM EST

Submit to:

Rachel Kelly, Assistant City Manager:

425 South Lexington Avenue, Burlington, NC 27215, P.O. Box 1358, Burlington, NC, 27216 rkelly@burlingtonnc.gov

Online Submission:

https://burlingtonnc.gov/2018/BidsProposals

Purchasing Manager: Sonjia Cross

Contact Information: scross@burlingtonnc.gov mailto:rkelly@burlingtonnc.gov https://burlingtonnc.gov/2018/BidsProposals

Contents

INTRODUCTION

PROPOSED SCHEDULE

Anticipated Timeline

PROJECT BACKGROUND AND SCOPE OF WORK DESIRED:

INSURANCE REQUIREMENTS

SELECTION CRITERIA

FORMAT FOR SUBMISSION OF A LETTER OF INTEREST

Section I - Cover/Introductory Letter

Section II - Evaluation Factors

Section III - Supporting Information

Submittal Process

INTRODUCTION

The City of Burlington, NC is seeking letters of interest and statements of qualification from experienced firms capable of providing professional capital projects management.

In November of 2024, Burlington citizens voted to approve $68.5 million in General Obligation (GO) Bonds. $30 million of the Bond Package is reserved for the construction of a “Sportsplex” in the western portion of Burlington.

While the selected firm may be asked to perform various project management services in an on-call manner, the bulk of the anticipated work surrounds the “Western Sportsplex” project. A facility study, including preliminary information about this indoor recreation center can be found here:

https://www.burlingtonnc.gov/DocumentCenter/View/26800/2017_Burlington_Indoor_Rec_Facility_Council_Pa cket_05262017?bidId=

PROPOSED SCHEDULE

The following timeline represents the City’s schedule as of the release of the RFQ. All times indicated are Eastern

Standard Daylight Time. The City reserves the right to adjust the schedule as it deems necessary.

Anticipated Timeline

PROJECT BACKGROUND AND SCOPE OF WORK DESIRED:

Scope of Work

This is a Request for Qualifications (RFQ) from qualified firms to provide Project Management services for the City of Burlington. The project management work involved will be the same as a City staff project manager would perform. The primary project is the GO bond-funded Western Sportsplex, an indoor recreation center with a project budget of $30 million. The specific programming and site for the facility have not yet been determined.

A single individual will have the responsibility of being the single point of contact with the City for the project, although the firm should rely on their team for their expertise as appropriate.

RFQ Issued Date July 21, 2025

Questions Due August 4, 2025, 5:00PM EST

RFQ Due Date August 11, 2025, 5:00PM EST

Interviews Week of August 18, 2025

Estimated Selection Date August 25, 2025 https://www.burlingtonnc.gov/DocumentCenter/View/26800/2017_Burlington_Indoor_Rec_Facility_Council_Packet_05262017?bidId= https://www.burlingtonnc.gov/DocumentCenter/View/26800/2017_Burlington_Indoor_Rec_Facility_Council_Packet_05262017?bidId=

Payments will be made on a monthly basis for actual hours worked. It is anticipated that this will be a multi-year engagement.

The Project Manager (PM)’s scope of work will be comprehensive and may include, but is not limited to, providing procurement and management services including establishing project programming and scope, contracting, schedule control, cost control, value engineering, coordination, administration and management of design, construction, payment, closeout, warranty and related services.

The PM will assist the City of Burlington in selecting, retaining and coordinating services of a design-builder, other consultants, and testing agencies as needed.

The firm shall provide the City with the following services. This list is not comprehensive but describes the general scope of services:

• Assist the City in refining the scope of the project including programming, location selection, schedule, and budget

• Establishing clear lines of communication and areas of responsibility among the project team

• Develop robust interest list of qualified design-builders

• Adhere to an aggressive schedule for coordinating the selection of the most-qualified design-builders for the project

• Assist in the selection, engagement, and coordination of a design-builder, consultants, testing agencies, etc. to carry out the project

• Coordinate contract negotiations and approvals to include contract documents, certificates of insurance, performance bonding, etc.

• Actively participate in the pre-design and all phases of the design process

• Provide constructability review of design during design process

• Review safety program for the project

• Prepare and present reports to City management, City Council, and other stakeholder groups at appropriate project milestones or decision points

• Prepare written project summary reports for project team

• Provide ongoing evaluation of the project schedule and budget

• Monitor construction progress and identify potential for delays, cost overruns, or change orders and make recommendations to minimize the impact

• Review requests for change orders, evaluate possible cost-effective and efficient alternatives, and make recommendations

• Review pay applications. Ensure correctness and recommend rejection of those that do not conform, withholding payment until deficiencies are addressed

• Coordinate the selection, procurement, and installation of owner-provided materials

• Participate in the development of a punch list and ensure contractor completion of list before final acceptance

• Coordinate and assure the City's maintenance staff obtain training on all systems so that maintenance can be performed so the systems stay functional and within warranty. Assure City staff get the required Operations and Maintenance manuals in the desired format.

• Obtain all contractor warranties and project close out documentation, including as-built plans.

Package in an organized manner such that these documents are easily available for future consultation

• Assist in project turn over to include coordination of installation of owner-provided materials

INSURANCE REQUIREMENTS

Insurance Requirements

Certificates for Workers Compensation, General Liability and Vehicle/Equipment Insurance will be required and submitted as part of the contract. The Contractor, at its own expense, shall keep in force and at all times maintain during the Agreement:

Insurance Type Each Occurrence Aggregate

General Liability

Bodily Injury & Property Damage $1,000,000 $3,000,000 Combined Single Limit

Automobile Liability

Bodily Injury & Property Damage $1,000,000

Owners Protective Liability or Project Specific Aggregate

Bodily Injury & Property Damage $1,000,000 $3,000,000

Excess Liability $5,000,000 $10,000,000

The City of Burlington must be named as an additional named insured on the Contractor’s insurance policy.

The following statement must be on the certificate of insurance: “a blanket waiver of subrogation shall apply in favor of the City of Burlington and all additional insureds as required by contract.”

Workers’ Compensation Coverage

Full and complete Worker’s Compensation Coverage, as required by the State of North Carolina, shall be required.

SELECTION CRITERIA:

The considerations below will be utilized for selection of the firm. Selection will be made after thorough review conducted by a City panel. Interviews with short-listed firms will be scheduled during the week of September 18, 2025. The selected firms should be prepared to include the proposed Point of Contact as well as any other key staff in the interview.

1. The firm’s demonstrated experience, skill, and success in managing similar projects for public entities.

2. The depth of comparable experience of the specific staff assigned to this project to perform the type of work required.

3. The firm’s flexibility in problem solving with in-house or subcontracted resources.

4. The availability of the Point of Contact to be physically present as needed or requested for on-site meetings, walk-throughs, presentations, site-visits, etc.

5. The firm’s ethical and professional standing and satisfactory performance on similar previous contracts, including a positive client relationship.

Please do not submit fee information with your submittal. The City selects firms to provide professional services based on demonstrated competence and qualification. Once a firm is selected, the City will enter into contract negotiations with that firm; and, as part of that negotiation, will determine a fair and reasonable fee for the services to be provided. The City reserves the right to terminate negotiations with the selected firm(s) and proceed to negotiate with other firm(s) should contract/fee negotiations fail. Once a firm is selected, a detailed scope of services (broken down by specific milestone events/deliverables), and associated fee proposal, and implementation schedule will be refined, agreed to and once signed, will be identified and attached to a professional services agreement.

Any firm wishing to be considered must be properly registered with the Office of the Secretary of State. The Architects and Engineers performing the work and in responsible charge of the work must be registered in the State of North Carolina and must have a good ethical and professional standing. It will be the responsibility of the selected private firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest. The firm must have the financial ability to undertake the work and assume the liability. The selected firm(s) will be required to furnish proof of Professional Liability insurance coverage in the amounts listed above. The firm(s) must have an adequate accounting system to identify costs chargeable to the project.

All qualified firms who submit responsive Letters of Interest will be considered. The evaluation of these firms will be based on the firm’s overall experience, past performance, knowledge, and familiarity with the type of work required, the experience of proposed staff to perform specific work required -- including any sub consultants --and the firm’s distance from the project site.

All proposals received by the deadline will be opened and evaluated by the selection committee. The selection committee will identify qualified firms based on the above criteria and will reserve the right to hold in-person or presentations by the firm(s) at the City of Burlington in the event it is necessary.

The City reserves the right to request clarification of information submitted and request additional information from one or more applicants. Failure to provide additional information, if requested within a reasonable amount of time, shall be reason for the firm’s offer to be considered non-responsive.

The City may cancel or reject proposals at any time prior to an award and is not required to furnish a statement of reason as to why a particular firm was not deemed to be qualified.

The right is reserved, as the interest of the City, may require to revise or amend the specifications prior to the date set for acceptance of statements of qualification and the acceptance date may be postponed if deemed necessary by the City. Such revisions and amendments, if any, will be announced by an addendum to the specifications.

The City reserves the right to reject any or all proposals, to waive any technicalities in statements received, to negotiate, and to accept the proposal that shall be in the City’s best interest.

FORMAT FOR SUBMISSION OF A LETTER OF INTEREST

Firms must tailor their submittals to highlight similar project experience. The City is seeking to engage a firm who has relevant public sector experience, with the most recent projects being the most desirable.

Interested firms should provide one (1) electronic and (1) hard-copy version if submitting physically or electronic only if submitting through website, of a package containing the following:

Section I - Cover/Introductory Letter The introductory letter should contain the following information:

• Expression of firm’s interest in executing the scope of work outlined above;

• Justification as to what makes the firm and specifically, the identified Point of Contact, uniquely qualified to provide these services;

• Statement of any possible conflicts of interest; and

• Summation of information contained within the letter of interest, including an email address and telephone number for the firm’s contact person along with the business street address.

Section II - Evaluation Factors This section should contain information to assist the selection committee in evaluation based on the factors listed in the selection criteria such as:

• An outline of qualifications, including professional Architectural and Engineering expertise in the design area, specific experience in managing the project during the construction phase and explain where this experience resides in the firm

• A project team and organizational chart including project manager, architect, engineers, designers, technicians, as well as subcontracting firms, including key personnel

• Resume of primary point of contact to be assigned to the City

• List of similar work performed for public entities, and other elements that may make the firm the best fit for the City of Burlington and its identified needs.

• NO FEE PROPOSALS SHALL BE SUBMITTED NOR CONSIDERED AT THE SELECTION STAGE.

Section III - Supporting Information

This section should contain the following information:

• Location of Project Manager who will be main Point of Contact

• Resumes for all possible project team members. These should be concise resumes with bullet points for specific project descriptions. Please specifically highlight the following:

o Experience specifically related to comprehensive capital project management for public projects of similar scope. These should be listed beginning with the most recent projects and should include reference contact information for the most recent projects.

o Optional listing of other previous projects performed for public entities. Limit projects to no more than 10 years previous.

• Other relevant information

Submittal Process

Submittals are due on or before 5:00 P.M. on August 11, 2025. The submittal package should be clearly marked “Statement of Qualifications - City of Burlington 2025, Capital Project Management” and clearly identify the firm submitting the proposal. Proposals submitted after this deadline will not be considered.

The proposal shall be addressed to the attention of Rachel Kelly, Assistant City Manager at one of the following addresses:

Mail Address:

City of Burlington Attention: Rachel Kelly PO Box 1358 Burlington, NC 27216

Physical Address:

425 S. Lexington Ave.

Burlington, NC 27215

All questions regarding this Request for Qualifications (RFQ) must be emailed to Rachel Kelly at rkelly@burlingtonnc.gov no later than 5:00 P.M. on August 4, 2025. Questions along with appropriate responses will be made available as an addendum to the RFQ on the City’s bid listing webpage.

https://www.bidnetdirect.com/north-carolina/cityofburlingtonnc/solicitations/open-bids?selectedContent=BUYER

Submittal Process